Administrative Assistant

NES Fircroft; Falkirk; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a proactive Administrative Assistant to support its manufacturing plants. In this role, you will perform a variety of administrative functions, including scheduling appointments, preparing reports, and managing communications. Your organizational skills will be key in coordinating meetings and events, while your attention to detail will ensure that all administrative processes run smoothly. This position offers the opportunity to work in a dynamic environment where your contributions will directly impact operational efficiency. If you are a team player with a customer-focused approach and a knack for multitasking, this could be the perfect role for you!

Qualifications

• 3 years’ experience in a multi-disciplined office environment.
• Strong knowledge of Microsoft Office applications, especially Outlook.

Responsibilities

• Provide administrative support to manufacturing plants and organize meetings.
• Maintain accurate records of site vehicles and assist with budget preparation.

Skills

Microsoft Office applications

Meeting and events coordination

Interpersonal skills

Organizational skills

Customer focused

Education

High school diploma

GCSE English or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SharePoint

Job description

Duties: Performs a variety of administrative functions. Schedules appointments, gives information to callers. Composes memos, transcribes notes, and researches and creates presentations. Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports. May assist with compiling and developing the annual budget.

• To provide an effective PA, secretarial and administrative service to the Manufacturing Plants and Huddersfield Site.
• To provide support for Plant Task Force Meetings, Inquiries & Engineering Meetings.
• Q Pulse Administrator - Quality Database.
• Cover Occupational Health Admin Personnel.
• To arrange meetings and events for Site personnel, involving internal, inter-site and external attendees, also providing support for these meetings as required.
• To be responsible for the general tidiness and facilities within some of the Main Office Block and North West Office conference rooms.
• To administer the Site Vehicle Register.
• To help update Joint Integrity Site List.
• LCM Database.
• Town Hall Facilitation.
• To carry other administrative duties to ensure smooth running of site departments.
• Supports the manufacturing plants with administration and secretarial tasks to allow them to concentrate on production and attends Manufacturing meetings and inquiries, taking accurate notes and producing various detailed charts and reports. Interrogates systems and prepares accurate and timely information for the Plant Quarterly Review Meetings, attends meetings and records Next Steps.

• Has joint responsibility for arranging large events (eg Strategy Events on site) and business meetings, including booking venues, transport and catering, keeping accurate records and adhering to departmental standards. Requires liaison and interaction with various senior stakeholders, Site personnel and external agencies.

• Keeps accurate records of all Site vehicles making sure insurance records are up-to-date.
• Raises accurate purchase orders and BACs requests for stationery, sponsorships, donations and other supplies on request, being aware of relevant information needed to create orders successfully.
• Regularly checks the tidiness of conferencing facilities and ensures adequate stocks of flip charts, pens etc using an effective personal reminder system.
• To help update Joint Integrity Site List.
• LCM Database – update on a weekly basis.
• Cover Occupational Health Admin Personnel.

Skills: Familiar with standard concepts, practices, and procedures within a particular field. Relies on experience and judgment to plan and accomplish goals. Performs a variety of tasks. Works under general supervision. A certain degree of creativity and latitude is required.

• 3 years’ experience within a multi-disciplined office environment.
• 2 years Microsoft Office applications, especially detailed knowledge of Outlook.
• Dealing successfully with a diverse range of people, both internally and externally.
• Meeting and events coordination and arrangements.
• Purchasing processes and systems.

Site communications processes:

• Ability to meet deadlines, handle pressure and prioritise a diverse workload.
• A team player, but also self-motivated and able to work independently.
• Good interpersonal skills to communicate (oral and written) in a clear, courteous manner.
• Excellent planning and organisational skills with attention to detail and accuracy.

Customer focused, being flexible to changing needs of the service.

• Flexible to changing demands.
• Displays good planning and organisational skills with a high degree of accuracy and attention to detail.

Uses past experience to recognise and implement improvements.

Education: Requires a high school diploma.

GCSE English or equivalent and able to write articles, minutes and summarise reports. Good keyboard skills Microsoft Office applications – Outlook, Word, Excel, PowerPoint, Visio, SharePoint Designer and Visual Paradigm SAP, SharePoint Numerate.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.